3_2015 JGC Training_kwin

Robert’s Rules of Order

Kwin Peterson

Corporate Records Specialist

W E S T E R N E L E C T R I C I T Y C O O R D I N A T I N G C O U N C I L


• Rules governing the running of meetings:

– Derived from English parliamentary procedure

– Generally govern the proceedings at formal WECC meeting

• Provide a common framework, vocabulary, and toolset

• A tool for the use of the body: they are meant to help you

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• Why do we use Robert’s Rules of Order

– Due process

• Enable everyone present to participate

• Make decisions with clarity

• Ensure that the majority decides but that the minority is heard

– Facilitate meetings effectively

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• When do we use Robert’s?

– Establishing a quorum

– Approving the agenda

– Handling motions: debating, amending, voting, disposing

– Adjourning the meeting

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• Quorum – Generally addressed in the Bylaws or a

committee’s charter

– If not specifically addressed, a majority of members constitute a quorum in most situations

– If a quorum is not present (and is required by relevant governance documents) no substantive action may be taken

– Once a quorum is established, it may not carry through the meeting

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Robert’s Rules of Order: Motions

• Main Motion

– Introduce an item of business for consideration

– Cannot be made if another Main Motion is on the floor

– Debatable and amendable

• Example

– “I move that the Standing Committee recommend to the Board of Directors that the policy be adopted” or

– “So Moved”

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• Subsidiary

– Change the Main Motion or its handling

• Example

– “I move that ‘policy’ be capitalized to read ‘Policy.’” OR

– “I move to postpone the Main Motion until the next Standing Committee meeting in order to allow time for the development of an accompanying white paper.”

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• Privileged

– Bring up urgent, special, or important matters that are unrelated to the business on the floor

– Not debatable and do not require a second

– Decided by the chair and appealable by the body

• Example

– “I move that the Board enter a closed session to address to motion on the floor.”

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• Incidental – Related to the business on the floor

– Allow for a question of procedure, question, or point of order

• Examples – “Before voting on this motion, please clarify

whether the Board directs the Standing Committee to develop a policy as well as a plan to implement the policy.” OR

– “Point of Order: That motion is not debatable.”

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Robert’s Rules of Order: In Practice

• Presenting a motion

– Motion must have a second*

– The chair should state the exact wording of the motion before debate begins

• In Practice

– Wait to be recognized by the chair

– Make a concise, affirmative motion

– Wait for a second

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• Debating the Motion

– Chair facilitates but does not enter into debate while acting as chair

– Speakers must be recognized by the chair

• In Practice

– Chair restates the motion and calls for discussion and facilitates debate

• Mover may speak first

• Motion to limit or extend debate (2/3 majority required)

• Motion to end debate (2/3 majority required)

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• Amending the Motion – Revisions are accomplished by amendments

– Re-state the main motion as amended

– Amendments must be addressed before returning to the Main Motion

– Adopting an amendment does not mean the Main Motion has passed

• In Practice – Be recognized and state a concise amendment

– Wait for a second

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• Voting on the Motion – According to: Bylaws, Charter, Voting Procedures

for Standing Committees, WECC Regional Standards Development Procedure

– Indicate how the vote will be taken • Unanimous consent

• Placard/hand raising

• Roll call or paper ballot

– Chair only votes if his or her vote break a tie, or if a ballot is used

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• Voting on the motion

– If debate occurs, a motion to close debate is needed

• Requires a second and 2/3 majority, but unanimous consent is more common

• Note: if a participant calls the question, this is treated as a motion to close debate, requiring a second and a 2/3 majority

– If no debate, the chair asks “Is there and discussion?” or “Are we ready for the question?”

• “The question is whether to approve the motion ...”

– Committee votes according to the relevant process

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• Outcomes other than voting on the Main Motion

– Motion to Table

• A way to postpone the motion until a later time during the current meeting or a later meeting

– Motion to Postpone Indefinitely

• A way to terminate consideration of a motion

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• Outcomes other than voting on the Main Motion

– Motion to Table

• A way to postpone the motion until a later time during the current meeting or a later meeting

– Motion to Postpone Indefinitely

• A way to terminate consideration of a motion

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Meeting Minutes

Kwin Peterson

Corporate Records Specialist


Meeting Minutes in General

• Not a transcript

• Not a substitute for being there

• Legal document that track actions

• Official history

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Meeting Minutes: Four Questions

• What actions were taken?

• Why were the actions taken?

• Who took the action?

• What follow-up is required?

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Meeting Minutes: Process

• Take notes

• Draft minutes from notes

• Review: technical writer, chair

• Post draft minutes

• Present to group for approval

• Make changes and post final

• Remove drafts

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Documents

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